Duties and Responsibilities

The Procurement Management Office is headed by a Director, preferably the Chair of the Bids and Awards Committee.

Generally, he/she has direct supervision over the Bids and Awards Committee and the Secretariat, Procurement Planning, Canvassing and Contract Management Unit.

Particularly the Director has the following duties and responsibilities:

a. Exercise direct supervision over the canvassing and purchasing section;
b. Serve as a member of the Inventory Committee;
c. In-charge in monitoring the preparation/ processing/ releasing/ filling of the following documents:

• Annual Procurement Plan (APP)
• APP for Common Use Supplies and Equipment (APP-CSE)
• APP for Non-Common Use Supplies and Equipment (APP-Non CSE)
• Project Procurement Management Plan (PPMP) of the Procurement Unit
• Purchase Request (PR) of the PSMO
• Inspection and Acceptance Report (IAR)
• Job Order (JO)
• Purchase Order (PO)
• Contract
• Notice to Proceed (NTP)
• Request for Quotation (RFQ)

d. Recommend disciplinary actions over the personnel under PMO;
e. Closely coordinate with the Budget Unit of the university relative to the preparation of APP with reference to the General Appropriations Act (GAA), Programs of Receipts and Expenditures (PRE), Trust Receipts;
f. Closely coordinate with the Office of the Bids and Awards Committee on all matters concerning awarded contracts;
g. Create and implement a system in maintaining and securing all the documents of the PU in coordination with the office document controller;
h. Propose to the Cluster Vice President and Head of the Agency relevant trainings and seminars needs of the PMO;
i. Monitor the adherence of the PMO personnel on existing university laws, rules and regulations;
j. Prepare performance targets and recommend to the Cluster Vice President and Head of the Agency actions on the performance evaluation of all PMO personnel;
k. Obtain and manage customer feedback and initiate innovations to improve existing processes and procedures of the unit;
l. must immediately coordinate any concern/s, which are crucial to their area of jurisdiction, and all matters that impede them to accomplish their assigned works
m. Prepare and submit plans and accomplishment reports;
n. Observe compliance with all the requirements of the Data Privacy Act of 2012 and ISO 9001-2015 Quality Management System;
o. Serve as the liaison officer to the PS-DBM;
p. Give utmost attention on the unit’s commitment and delivery of the Strategic Priorities, and Support Functions as reflected in the Individual Performance Commitment (IPC);
q. Ensure close coordination with all the units/ sections in the PSMO;
r. Create and implement a system in maintaining and securing all the documents of the procurement unit in coordination with the office designated document controller;
s. Ensure the routing and securing of all pertinent documents to and from concern offices; and
t. Adopt the 7S Principles in the unit;
u. Perform other tasks as may be assigned by the higher authorities and head of the Procuring Entity.